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52 Cards in this Set
- Front
- Back
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What is an Event Specification Guide?
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Comprehensive document that outlines complete requirements and instructions for an event.
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What is a Function Sheet?
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Collection of all details relative a meeting's needs circulated to all key personnel
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What is a BEO?
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Banquet Event Order. A form used by facilities to provide details to personnel about F&B and room setup
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What is a Group specifications guide or resume?
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A detailed overview of the event (comes from the ESG)
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What are the contents of an ESG? What should be noted for international meetings?
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1. General overview / event profile / attendee profile
2. Meeting requirements by day, time, place 3. program logistics 4. Key personnel / vendors 5. meeting policies 6. Staff responsibilties INTERNATIONAL: provide 5-6 weeks in advance and translate guide in host's language for international meetings. |
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Who should the ESG be distributed to?
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1. CSMs
2. DMC, tranportation, other suppliers 3. Off-site venues 4. Exhibit and general service contractors 5. Speakers bureau / entertainment production company 6. staff members, volunteers, and hospitality |
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What is in a standard Function Sheet? (6)
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- Overview Information (date, venue, etc)
- Room Setup - AV - Platform Requirements (staging, etc) - Other equipment (easels, whiteboard, etc) - Person in charge of meeting |
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What are types of onsite instructions for staff?
(6) |
- ESG (staging guide)
- Function sheets - BEO - Facility specs formats - Signage/wayfinding plan - Staff instructions |
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What is in the Catering Function Sheet?
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- Overview Info
- Type of Function - Set up and floor plan - Timing - Personnel instructions - menu - additional info - authorized signature |
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What does a caterer do with the instructions you send over? What should you do with the information they return?
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Translates it onto their own facility format (BEO, etc).
Make sure to cross check the information so something isn't forgotten. It is best to have a meeting 1-2 weeks prior to the event to go through the function sheets. |
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What is the timeframe for getting AV vendors their instructions? What do they need?
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5-6 weeks in advance they need:
- Final Program - Room setup info |
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Should AV vendors be in the pre-con meeting?
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Yes!
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When should shipping instructions be provided to those shipping items to the event?
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several weeks prior to the event.
For exhibitors, is should be when confirming registration. |
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What information should be on a shipping label?
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- Name of person to receive package
- Group name - Facility Address - Recipient's arrival date - Package # - Total number of packages |
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What shipping instructions should be sent to people re: large meetings?
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- Shipping Deadlines
- Labeling instructions - Addresses for delivery & return shipment |
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What are staffing instructions that should be provided prior to the meeting?
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An hourly schedule for each staff/volunteer and includes:
- Event/Job location - Exact times - Functional responsilbities |
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How far in advance should you meet with staff for your event?
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1 week prior to the event.
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Once onsite, when should you meet with all staff? What should be discussed?
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- Meet at least 24 hours in advance
- Meet daily for the meeting duration at a pre-set time, review activities in past 24 hours, plan for next 24 hours. |
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When should a post-con be conducted?
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within 30 days of the meeting.
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When should the planner first meet with the CSM for large events?
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12 months in advance
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What is a Group Specification Guide also called?
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Resume
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When should the planner receive the resume/Group Specification Guide from the facility?
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At least a week before the pre-event meeting.
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What is the purpose of the pre-con? What is it NOT for?
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To provide an overview of the program, reconfirm and review event logistics and discuss last-minute adjustments.
Helps to establish a rapport with the facility NOT the time to establish or communicate event requirements for the first time. |
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What are some of the basic elements discussed in the pre-con?
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- Contact information for all facilities
- Staff arrival/departure info - Emergency preparedness plan - Summary of ESG with floor plans - Onsite responsilities for staff |
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How is a pre-con typically run?
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- General introductions in the beginning of all participants
- Planner provides brief history of the organization, membership, and event. - Offers highlights of the event and id's board members/VIPs to receive room amentities - Goes through early/late checkouts/ Special needs - Final meeting program - Emergency plan |
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Who attends the pre-con?
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Depends on the meeting size and complexity
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Why should the CSM, planner, and security walk the event space prior to the show being set? (and after the pre-con)
What is done with the info? |
To note any existing property damage / debris.
If issues found, is should be in a written report (photos or videos help) and signed by all. |
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How often should you meet with the facility onsite?
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- Pre-set time each day of conference
- Attended by key facility personnel/vendors/staff - used to adjust meeting plans, everything should be in writing. |
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What types of onsite offices should be established? What are their roles?
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An office for the host and one for the staff.
The host office becomes the communications center, attendees are welcome, etc. The planners office is for staff. Both offices need managers and should communicate regularly. |
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What are telecommunication needs for small and large meetings?
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Small: may just need 1 phone or a cell phone.
Large: may need multiple incoming lines for voice, fax, and internet access. May need an outside provider. |
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What are recommended wireless communication devices for onsite staffing?
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- Walkie-talkies
- Cell phones - pagers - PDAs |
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What are the recommended onsite communication systems for large events?
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- Info kiosks and message centers with/without internet access.
- An easy to access message center (cork board, etc) - provide wifi areas in the meeting space |
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What is the purpose of a post-con?
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To focus on what went well and considerations for making changes for future events.
Feedback from both the planner and facility |
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Who chairs the post-con?
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The planner, the CSM, or both.
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Who attends the post-con?
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Key facility and contractor representatives.
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What is the agenda of a post-con?
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- Begin with compliments for the various individuals who contributed to the event
- Move to aspects that went particularly well and should be repeated - Discuss aspects that could be better These include open discussions on the full spectrum of the event planning, organizaing, and execution. A majority of pre-event items should be revisited for evaluation/feedback |
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What is the process to take in and return rental equipment?
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- Determine what is needed
- Determine what needs to be returned, when where and by whom - Take inventory as it is received, and check off when returned/picked up |
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What is the process with signage at the end of a meeting?
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Determine which signs are to be tossed, which are to be collected
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How should items being shipped back at the end of an event be handled?
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- use inventory lists with shipping instructions
- number the boxes - have a list of contents in each box. - prepare shipping labels in advance - know of any shipping issues in advance - confirm receipt back at the office |
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What is the best way to determine the amount to tip?
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Discuss with industry colleagues and eh salesperson for the facility.
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Should those who hold high-levels in facilities be tipped?
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No, instead they should receive thank you letters
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What are some standard guidelines companies use to budget for tips?
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- set a dollar amount per attendee
- set dollar amount per sleeping room used - use a percentage of the total bill or added to the catering bill beyond the automatic gratuity (.025-1.5%) - percentage of the total meeting budget, ranging from a small fraction of 1% to a full 2%) |
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Regarding gratuities, what should be confirmed with the facility event manager?
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How the gratuities are distributed and who is reliant on tips as part of their wages.
This is taken into account when reviewing the list of recipients. |
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Know the policies for tips/gratuities at your site. What is a key item at convention centers?
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Some do not permit employees to accept cash, others discourage it.
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For tipping, what should be gathered from the facility prior to the event?
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A list of who will be working the meeting, the role of each, and what auto gratuity they receive..
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When should tips be distributed? How?
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- No set rule: can be before or after event.
- Can use "paid out" slips which go toward the Master Account. (mngrs prefer this) - May give lump sum to manager to distribute (can ask them to get receipts) - provide in individual envelopes and hand deliver (preferred) |
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When should thank you notes be written?
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Immediately after returning home from the event. or can be prepared in advance.
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When are thank you notes typically used? Who typically gets them?
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To say thanks to those that are not tipped.
Suppliers, facilities, speakers, etc. |
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What should not be included in the thank you note?
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Criticisms or suggestions
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As planners should review all bills carefully, what are key items to look out for?
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- double billing
- inappropriate charges - incorrect figures - review taxes |
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What is another term for the Meeting Resume?
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Function Sheet
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What are the 3 licensing agencies for music?
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ASCAP - must pay them to play music during an event.
BMI - must pay them to play music at an event. SESAC - For outside the US, must pay them to play music at an event. |
